Facilities Assistant
vor 16 Stunden
The opportunity
To provide a highly professional and efficient Client Reception and Facilities service between the hours of 8.30 and 17.30, Monday to Friday.
Project: Mace project managed refurbishment of 200m2 Grade A office space in central Zurich. Working with the client architect, Mace project managed all aspects of the interior design including development of the client brief, layout planning and full refurbishment of the floor.
Your responsibilities will include:
- Receiving and welcoming all visitors to reception creating a favourable impression through the provision of a professional and friendly initial contact to all visitors, staff, and clients.
- Ensuring that provision is made to answer the telephone switchboard in a professional and timely manner.
- Ensuring that the reception area is kept neat and tidy and any publicity material within the reception area is up to date and available.
- Adhering to and working in line with Invesco Global security policy, e.g. registering all visitors & contractors onto Condeco visitor registration software.
- Arranging taxi bookings for clients and visitors.
- Ensuring that reception cover and day-to-day responsibilities continue during planned periods of leave and a detailed handover is provided during these times.
- Managing the booking of on-site meeting rooms and any associated catering requests.
- Providing further support to external corporate events where feasible.
- Ensuring that the provision of stationery and office supplies, consumables and catering products are always available
- Sorting and distributing incoming mail within Invesco Dublin and between Invesco offices, ensuring that outgoing mail/packages are prepared for courier collections, arranged as required.
- Ensuring that all reprographic machines remain in good working order, providing consistent service and troubleshooting where required.
- Printing and binding of materials for meetings, outsourcing large volumes through a third party provider.
- Managing the cleaning provider and general office conditions to the highest standard within the Invesco Dublin Office.
- Initiating documented contractor/supplier/team meetings as required to maintain full commitment to service excellence.
- Managing planned preventative and reactive maintenance with sub-contractors to ensure the service provided is in line with full statutory compliance.
- Liaising with building management company, as required.
- Creating and receiving Mace purchase orders via practice.
- Conducting and committing to timely and regular workplace and safety inspections in line with Mace quality, health, safety, and environment requirements.
- Ensuring strict compliance with health, safety and environment, e.g. ensuring that any incidents or near misses are reported via Yellow Jacket and Invesco’s reporting procedure without delay.
- Contributing to first aid, security, and fire safety requirements.
- Performing workstation (DSE) assessments in line with the training provided.
- Completing mandatory inspections via Yellow Jacket and addressing any non-conformances found, in line with the Mace audit schedule.
- Updating the site operations file to ensure that all aspects of the Mace Facilities service are documented and current.
- Managing all Mace documents and reporting via SharePoint and survey reporting tool PRISM.
- Contributing to the provision of reports and information as required for Mace and Invesco corporate properties.
- liaising with the local off-site archiving provider to arrange collection and delivery of archive boxes’ collation, as requested.
- Working in line with the Client’s environmental policy and targets, leading sustainability initiatives and events.
- Arranging for pickup and retrieval of archive documents from storage.
- Remaining flexible in terms of out-of-hours emergency business support and participating in the client’s business contingency planning on behalf of local facilities.
- Purchasing of cards, gifts, and flowers for Invesco employees’ celebrations as requested.
- Collating Invesco client timesheets to send to the HR department.
- Filing paid invoices once returned following payment.
- Update the client’s bank statements reconciliation file.
- Arranging travel and accommodation requirements for the Asset Management Head of Wealth Management.
- Assisting with expense requests on behalf of the Asset Management Head of Wealth Management.
- Supporting office refurbishment and relocations as necessary.
- Providing a customer focused service and engendering positive client and colleague relationships.
- Demonstrating attention to detail and ownership of the processes relating to areas of responsibility.
- Adopting a positive and proactive approach to the delivery of areas of responsibility.
- Supporting and promoting a team working approach within Mace and the supply partner team.
- Establishing and maintaining good working relationships with Mace and the Invesco staff.
- Establishing
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